User talk:AAVMC

This is the results of the policy meeting held on Wednesday, November 12, 2008 with Leonard, Brian and Tony.

General Technology Policy:

All technology at AAVMC is provided to staff to accommodate regular business related work. Equipment is regularly maintained and systems are updated to the most recent patches and upgrades on a regular basis.

System Outage Procedures: In the event of a system outage (servers – mail, file, sql) the following parties should be notified in this order: Tony Wynne, Leonard Artis, and John Roane.

Personal Usage: •	Personal use of office technology (copiers, fax, etc...) should be kept to a minimum. Staff should exercise good judgment when using the office equipment. •	The use of personal /social software (IM, Email, etc…) is prohibited.

Business Usage: •	General Office Equipment: o	Copiers: 	When using the copiers, make sure to use your 3-digit department code 	Report any maintenance issues (toner / errors) to Leonard and/or Tim immediately 	Do not remove staples from documents over the copier as they tend to jam the machine 	Remember to pick up your copies in a timely manner. o	Fax Machines: 	The office has two fax machines. One in the lobby and one in the Operations area. 	Faxes received will be routed to the appropriate party 	If you are expecting a fax, remember to pick up from the machine in a timely manner 	If you send a fax, remember to pick up your report which is printed at the end of your send o	Tech Supplies: 	Flash drives are available to staff members upon request. Please place your request with Leonard. 	CD-ROMs are available to staff members upon request. Please place your request with Leonard. 	Toner for desktop printers – please request replacement of toner with Leonard o	Laptops: 	AAVMC maintains Laptops for sign out when you are traveling (as well as travel bags). They are your responsibility while with you, so please conduct best judgment in usage / protection while in your possession. 	Any maintenance issues should be reported to Leonard and/or Tony immediately. 	If you need additional equipment (Ethernet, USB, CD’s etc…) for your laptop, please notify Leonard via the Laptop sign out form. o	Projectors: 	AAVMC maintains projectors for sign out at any time. Please notify Leonard of your request via A/V sign out form. 	Report any issues with projectors to Leonard immediately. Travel: •	Please see sections on “laptops” & “projectors” above.

System Protection: AAVMC takes protection of office systems very seriously. It is your responsibility to help us keep our systems secure.

•	Firewall: A firewall is a safeguard utilized by our servers to protect the network from unauthorized access from the outside. They are basically gates that verify the users before they leave or enter the network by way of a User ID, Password or IP address. •	Anti-Virus: AAVMC maintains a number of internal and external anti-virus solutions to help secure our email, files and other documents. All servers, desktop and email systems have anti-virus programs installed. Virus definitions are updated on a regular basis to help manage the safety of our systems. •	System Patches / Updates: With the exception of critical “must-do” software patches, AAVMC manages a monthly systems patch / upgrade schedule. o	Servers: Server patches / upgrades are conducted on the first Saturday of each month. o	Desktop Systems: Desktop systems have critical patches and upgrades pushed from the servers monthly. Regular software updates are managed regularly. •	Using personal flash drives / CD ROMs: o	AAVMC staff may use personal flash drives and CD ROMs that are brought into the office, however, before doing so, please check with Leonard or Tony to have your items checked for viruses and/or compatibility before using. o	Remember that using “free” or “distributed” CD’s or Flash Drives sometimes cause system issues when used. •	Non-Business Software: The installation of non-business related software is strictly prohibited on AAVMC computers. Should you wish to install software on your machine that is not provided by AAVMC, please contact Leonard and/or Tony to discuss. •	Software Piracy: The downloading and installation of copyrighted software for which AAVMC does not hold an active license is strictly prohibited. •	Usernames / Passwords: AAVMC manages a three (3) month password retirement schedule. Users are required to change their passwords every three months for system security. When choosing a password, you should include numbers and/or capitals for increased security.

Personal vs. Business Usage: The following items fall under the “personal vs. business” category. The policy review team seeks additional guidance on these issues before generating policies for these:

•	Web-surfing •	Non-business IM •	Music Software •	Personal technology use •	Personal Email.